Full Time Vanguard Academy Jobs (NOW HIRING)

Position Type:
Secretarial/Clerical
Date Posted:
6/18/2026
Location:
Freshman Academy
JOB TITLE: Freshman Academy Registrar
DEPARTMENT: Curriculum and Instruction/Assigned Site
REPORTS TO: Principal
FLSA STATUS: Non-Exempt
EMPLOYMENT STATUS: Full-time
MINIMUM JOB REQUIREMENTS:
Education: High school diploma or GED
Experience: One year general office preferred
Skills: Student Management System literacy and proficiency required; Computer literacy required; excellent interpersonal skills; highly accurate and detail oriented
ESSENTIAL JOB FUNCTIONS: These statements are intended to describe the responsibilities assigned to the position and are not intended to represent an exhaustive list of all responsibilities, duties, and skills required.
Ensures all records for a new or returning student are received
Enters transcript data into the student management system for all 9th-grade students in Broken Arrow Public Schools.
Processes transcripts; enters historical grades.
Aids in updating and maintaining cumulative records on all students.
Tracks all withdrawn or dropped students.
Compiles weekly eligibility report.
Ensures all teachers have entered student grades by the grade entry deadline.
Process all grades at the end of each semester for all students, including blended, BAVA, Tulsa Tech, and Vanguard.
Report card run.
Maintains professional communication and workspace.
Pack all student records at the end of the year and label boxes, appropriately and set up for warehouse pickup to BAHS
Merge middle school files, alphabetically.
Performs site data processing functions as directed - including, but not limited to:
a. Historical information
b. Data entry of summer school grades
c. Updating report cards/transcripts as requested
e. Filing records for cumulative file
f. Utilizing data warehouse to access student info as needed
Performs the following duties:
a. Fulfills transcript requests for current/past/incoming students
b. Processes Reading Proficiency Letters (pertaining to Student Driver's Permit)
c.. Provides proof of enrollment on students for aide from various Indian tribes
d. Retrieves immunization records for students who withdrawal during the summer months
e.. Requests records of new/transfer students year-round
f. Assists in filing student state test results in cumulative folders - divided among secretaries by middle school
g. Maintains database of withdrawn students
Completes the following reports:
b. Failing grade reports
f. Collection of electronic copies of teacher grade books
g. Collection of teacher edit sheets (not necessary when using Canvas)
h. Proofing of transcripts in conjunction with counselors
i. Completes Oct. 1 consolidated report for site
ENVIRONMENTAL CONDITIONS:

• Primarily inside working conditions with no exposure to extreme environmental conditions.

PHYSICAL STANDARDS:

• Ability to lift/carry and manipulate objects and supplies of up to 10 lbs. for up to 50 ft. is frequently required; ability to lift/carry objects of 11-24 lbs. for up to 50 ft. is occasionally required.
• Standing in place for short periods of time.
• Walking as required to access equipment and perform responsibilities
• Sitting as required to complete tasks.
• Use of hands to do fine finger work as in operating a computer
• Strong hand-eye coordination
• Talking and hearing as to communicate concerning job-related duties as assigned and communicating via telephone.
• Close vision (clear vision at 20" or less) with or without correction
• Distance vision (ability to identify and distinguish colors).
• Peripheral vision, depth perception and ability to adjust focus.